BETCH minutes - 3/3/99

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BERKELEY TECHNICAL SERVICES DISCUSSION GROUP
MEETING MINUTES

March 3, 1999

Recorder: Laura Moody 
Guests: Jane Kelley, Don Lee, Gary Quien, Tonette Mendoza, Kate Fletcher 

Agenda 

Email Maintenance Accounts: 
All of the following accounts discussed can be found in the Berkeley
Technical Processing Manual online at:  
http://www.lib.berkeley.edu/Staff/BPM/email.html 
  
TRACECON@LIBRARY.BERKELEY.EDU 
Gary Quien, Michael Connolly 

Gary and Michael took us through the process of tracing material
needed back by the owning unit that is checked out to
CONSERVATION DEPT. The material being traced could potentially be in one 
of several places. 

Preservation Replacement Div. (i.e. brittle pages) 
Conservation Treatment Div. (in-house) 
Binding Prep 

Mylar/Pam binds (accounting for 50-60% of bind type) these types of
binding are not traceable as they require no binding slip 

LC/BUCK binds- these are traceable through their binding slips 
-it is very helpful to include as much information as possible
such as: 

when was the item sent? 
what type of  binding was requested? 
where was the item sent?

In order to be able to find material in the workflow, *n notes are
inserted in records to help Michael expedite these requests. Material is
expedited for RUSH return, but if urgent, make a notation on tracer WILL
PICK UP. If the due date of the material is longer than a week, the tracer
can speed up the process.  Mylar and Pam binds come back quickly anyway,
but these can also be Rushed through the process more quickly. 

If the item can not be located, then the normal SEARCH procedures
used for missing items are undertaken. Even the MAIN stacks are searched
in case the item was mismarked or misrouted. If you get an overdue notice
with CONS charges not cleared, please check your shelves first before
beginning the tracing procedures. 

To avoid problems of mislabeling, make sure the library location is
prominently written on verso of title page. 

If you receive a book whose covers have been inadvertently switched
you may also use the Tracecon account. 

Please include all bib info of the book in question. 

If an item is recalled by a patron an e-mail message is preferred
over the  re-call postcard.  E-mail allows branch to include more
bibliographic info that the postcard can not supply. 
      
SERPAY@LIBRARY.BERKELEY.EDU 
Don Lee 

The purpose of this account is to report problems with serial
subscriptions, standing orders, lapses, missing issues, MVM s 
and ROWECOM. 

There is currently a ROWECOM transfer taking place, removing
ROWECOM as vendor 
           

DATMAIN@LIBRARY.BERKELEY.EDU 
Tonette Mendoza 

The purpose of this account is to report database problems and
problems with bibliographic information for MONOGRAPHS, not SERIALS. 

Tonette is also working at NRLF part time to correct n level records
that were created with the NRLF merge into Gladis. She asks us to please
be patient as she has to prioritize this work.  If you discover n level
records in your daily routines, do not refer them, as they will be
corrected during the normal work flow of her NRLF duties.

TRACEMON@LIBRARY.BERKELEY.EDU 
Kate Fletcher 

This account is used to trace monographs that appear to still be in
the Technical Services Unit.  To be used only if the record has a charge
attached to CATA or TECH SERVICES. 

Kate will investigate whether the item has been copy cataloged or
orginal cataloged, to best determine its present whereabouts. Original
cataloging takes longer than Copy cataloging 

Often materials are at the bindery, and there is no note to that
effect. 
      
CHECKMAI@LIBRARY.BERKELEY.EDU 
Wanda Rybak 

This e-mail account was discussed in detail during last month's
meeting.  Used to report checkin errors and claim problems.

SERMAINT@LIBRARY.BERKELEY.EDU 
TRACESER@LIBRARY.BERKELEY.EDU 
Jane Kelley 
         
These accounts are used for serials maintenance and tracing. 

It is helpful if you keep your own record trail as this info
(physical description, time frame) when supplied is used as a tracing aid. 
***Please no SECs through this account**** 
This discussion uncovered the need for revision of the libraries
Institutional charges as these do not reflect the present
configuration of who to charge material to.  We need clarification as 
it is no longer sufficient to just use cata as institutional patron. 

To find a list of these institutional patrons, one must be in
AUTOCIRC mode. Use the F PT command. 
i.e.  *cSER/CAT=serials 
*cCATA=monos 

Although these accounts are linked directly to Jane Kelleys library
acct. Jane does not do all the work, and so they are frequently referred. 

Direct phone contact: 2-5487, but no VOICEMAIL. E-mail most efficient. 

Jane will also be doing some work at NRLF, overseeing the serial
component of n level record project. 
      
Open Discussion: 

It was suggested that those using e-mail should understand the differences
between email/listserve/reflector accounts for more efficient handling of
workflows.  If the nature of your problem is of the work to do variety,
one should use the e-mail specific account. 

When an item is PROMPTCAT, there is a possibility that the Gladis record
will show that it is here, when in reality, the piece was never received.
If a tracer for this type of item fails, reorder item using replacement
funds. Often these books remain in the workflow for one year.  Branches
may add additional *n info to aid in tracking. There will be a PROMPCAT
class offered later this month. 

On this topic and speaking for EAL, Chikako Pierce stated that Original
Cataloging for Chinese material is extremely delayed. 
  
REMINDER: Minutes of these meetings can be found at the B-TECH WEB PAGE:
http://www.lib.berkeley.edu/Staff/BPM/BTECH/ 
  
Next meeting scheduled for April 7.